Questions and Department Responses.pdf

Vendor Questions & Department Responses Collections Services

RFP 23/24-53

Good morning:

Questions received timely and the Department responses are below:

1. Question: Inquiring to know if there is a WMBE goal for this RFP?

Department Response: No.

2. Question: Please reconfirm the due date for this procurement by providing it in response to answers to questions.

Department Response: Due date for Technical and Cost Proposals is April 23, 2024 at 3:00 PM Eastern time.

3. Question: When is the anticipated contract start date?

Department Response: September 1, 2025

4. Question: Can you please provide greater details regarding your bid bond and/or performance bond requirements related to this contract? For example, what is required with the proposal, and what is required to comply during the term of the contract?

Department Response: Please include a letter of commitment for a fidelity bond from a bonding with Volume One: Administrative in your proposal. Within ten days of Contract execution, the Contractor will be required to deliver to FDOR a fidelity bond in the amount of one hundred thousand dollars to cover any loss to the State due to any fraudulent or dishonest act; or any errors and omissions on the part of the Contractor’s officers or employees.

This bond shall be maintained during the term of the Contract and any renewals or extensions thereof. The bond may be renewed annually or on another schedule, however if so, the Contractor must provide proof of renewal to FDOR no later than thirty days prior to the lapse of coverage.

5. Question: Are bidders permitted to deviate in any way from any manner of quoting fees you may be expecting? For example, if there is a pricing page in the RFP, can bidders submit an alternate fee structure? If there is no pricing page in the RFP, do you have any preference for how bidders should quote fees or can bidders create their own pricing categories?

Department Response: Recommendation is for bidders not to deviate from the pricing structure.

6. Question: Please describe your level of satisfaction with your current or recent vendor(s) for the same purchasing activity, if applicable.

Department Response: Satisfactory.

7. Question: How are fees currently being billed by any incumbent(s), by category, and at what rates?

Department Response: Fees are currently billed by the incumbent(s) based on the amounts they collect. Please refer to RFP for exceptions. There are no specific rates allocated to the different categories: Reemployment Tax and Business Tax.

Instead, the incumbents are paid at a rate of 10.49% and 9.9% for the collections successfully completed.

8. Question: What estimated or actual dollars were paid last year, last month, or last quarter to any incumbent(s)?

Department Response: In Fiscal Year 2023, one incumbent received payments totaling $258,222.63, while the other received $243,985.86 for the same period.

9. Question: To what extent are these accounts owed by private consumers versus commercial businesses?

Department Response: This data is not available.

10. Question: Will accounts be primary placements, not having been serviced by any other outside collection agency, and/or will you also be referring secondary placements? If so, should bidders provide proposed fees for secondary placements also?

Department Response: Yes, accounts will be primary placements. And no, we will not be referring secondary placements.

11. Question: What collection attempts are performed or will be performed internally prior to placement?

Department Response: Multiple collection notices/letters will be issued, accompanied by multiple telephone attempts.

12. Question: What is the total dollar value of accounts available for placement now by category, including any backlog?

13. Question: What is the average balance of accounts by category?

14. Question: What is the average age of accounts at placement (at time of award and/or on a going-forward basis), by category?

15. Question: What is the monthly or quarterly number of accounts expected to be placed with the vendor(s) by category?

Department Response: This data is currently unavailable.

16. Question: What is the monthly or quarterly dollar value of accounts expected to be placed with the vendor(s) by category?

17. Question: What has been the historical rate of return or liquidation rate provided by any incumbent(s), and/or what is anticipated or expected as a result of this procurement?

Department Response: The historical rate of return, derived from the data over the last three fiscal years, stands at 8.77%. The expectation is to effectively recover and collect past due liabilities.

18. Question: What billing servicer do you utilize?

Department Response: We don’t use an external billing servicer.

19. Question: Have all cases been fully adjudicated by the time of placement?

Department Response: No

20. Question: If applicable, will accounts held by any incumbent(s) or any backlog be moved to any new vendor(s) as a one-time placement at contract start up?

Department Response: Yes. Accounts will be moved to the new vendor(s) at the start of the new contract.

21. Question: What is your case management/accounting software system of record?

Department Response: The Department utilizes SAP software.

22. Question: Who is your electronic payment/credit card processing vendor?

Department Response: The Department currently utilizes Baca, Stein, White & Associates (BSWA).

23. Question: What process should a vendor follow, or which individual(s) should a vendor contact, to discuss budget-neutral services outside of the scope of this procurement, but related to it, designed to recover more debt prior to outside placement and lower collection costs?

Department Response: The vendor should contact the Receivables Management Process Owner for additional services that may be provided.

24. Question: How do your current processes and/or vendor relationship(s) systematically determine if the death of a responsible party has occurred?

Department Response: The death of a responsible party is not determined systematically but may be determined via skip tracing.

25. Question: How do your current processes and/or vendor relationship(s) handle the death of a responsible party?

Department Response: The Department is authorized by law to record tax liens with the various Clerk of Courts, against debtors who owe past due tax liabilities.

The Department exercises due diligence with enforcement of its tax liens. If the deceased party owns property, the past due taxes are sometimes paid by submitting a claim to the estate’s legal representative. If the tax lien cannot be enforced the Department will deem it “uncollectible”, however, the tax lien will remain active until it reaches statute of limitation.

26. Question: Do you have a designated process or policies around deceased accounts today, and what is envisioned in the future?

Department Response: Yes. Thus far, no changes envisioned for the future.

27. Question: Do you currently search and file probated estate claims? Have you considered an automated tool to identify and file probated estate claims?

28. Question: Can you please indicate what inbound and outbound contact methods, beyond phone calls or letters (such as email and text), would be permitted by the scope of work?

Department Response: Communication efforts would include emails, faxes, and texts. These communications must not include confidential information as determined by the Department.

29. Question: Please identify the collection vendors currently contracted with State of

Florida to handle delinquent collection functions sought by this RFP.

Department Response: Alliance One Inc. and Transworld Systems Inc.

30. Question: Please identify the contracted fee percentage that each currently contracted collection vendor receives per contract.

Department Response: Please refer to question #7.

31. Question: Please identify the total volume and dollar amount of account referred for collection to collection vendors over each of the past 6 years.

Department Response:

For the fiscal year 2023 (July 1st - June 30th), a total of $159,174,056 was referred, involving 836,381 accounts. In the preceding fiscal year 2022, the total amount referred amounted to $150,212,957, encompassing 670,830 accounts. In fiscal year

2021, the total amount referred stood at $76,718,161, with 351,254 accounts being referred. The provided data is limited to the past three fiscal years.

32. Question: Please identify the total volume and dollar amount of business tax accounts referred for collection to collection vendor over each of the past 6 years.

Department Response: In the fiscal year 2023 (July 1st - June 30th), a total of $143,371,415 was referred, involving 642,267 accounts. In the preceding fiscal year 2022, the total amount referred amounted to $140,654,691.82, with 548,734 accounts being referred. For fiscal year 2021, the total amount referred stood at $72,935,422.69, encompassing 295,150 accounts. The provided data is limited to the past three fiscal years.

33. Question: Please identify the total volume and dollar amount of reemployment tax accounts referred for collection to collection vendors over each of the past 6 years.

Department Response: In the fiscal year 2023 (July 1st - June 30th), the total amount referred amounted to $15,802,640.49, with 194,114 accounts being referred. For fiscal year 2022, the total amount referred was $9,558,266.10, involving 122,096 accounts. In fiscal year 2021, the total amount referred stood at $3,782,739.27, encompassing 56,104 accounts. The provided data is limited to the past three fiscal years.

34. Question: Please identify the total dollars collected – separately identified for each collection vendor – over each of the past 6 years.

Department Response:

Over the past three fiscal years, Alliance One Inc. collected $4,334,637.36, whereas Transworld Systems Inc. collected $4,888,379. The provided data is limited to the past three fiscal years.

35. Question: Please identify the success rate for each collection vendor over each of the past 6 years by reflecting a percentage success rate calculated by total annual collection dollars divided by total annual referred accounts. (If Florida has a different calculation methodology that still represents collection success rate, please feel free to use that methodology and provide explanation of calculation).

36. Question: Please identify the total dollars earned and paid to each collection vendor

– separately identified for each collection vendor – as earned fee over each of the past 6 years

Department Response: See question 34.

37. Question: Please identify how long each collection vendor has provided collection services to Florida.

Department Response: The current vendor(s) have been under contract with the Department since 2015.

38. Question: Please identify whether Florida utilized collection vendors for this service prior to 2015. If yes, how long has Florida utilized private collection vendors for this purpose?

Department Response: Yes, since 2009.

39. Question: RFP Page 28, Section 5.7 states that “A $2000 cap will apply on each fee paid as a result of a referred delinquency or a manual bill converted from a delinquency.” Please explain in further detail. Does this mean that if collection vendor collects $1,000,000 on behalf of Florida and the collection vendor’s fee is 10%, that rather than earning $100,000 fee (10% x $1,000,000) that the collection vendor earns only $2000?

Department Response: The Department will pay a max of $2000 for each tax non-filed tax reporting period based on an estimated assessment. However, if the vendor collected on an actual referred amount due then the vendor would be paid the 10% on the total amount collected.

40. Question: RFP Page 28, Section 5.7 regarding the $2000 fee cap. Is this $2000 cap required by Florida statute and/or agency policy? Please provide authority for this fee cap provision.

Department Response: Agency Policy.

41. Question: RFP Page 31, Section 5.7.3B. What is the rationale behind the collection vendor not earning a fee until all other amounts are paid in full? Will Florida consider modifying this policy to allow the collection vendor to be paid as dollars are collected? Once the contractor’s collection fee is added by Florida to the delinquent taxpayer’s balance due, is this sum considered owed by taxpayer to Florida? Will Florida provide assurance that Florida will not waive contractor’s collection fee at any point after taxpayer pays all other sums due?

Department Response: For Business Tax, the vendor is paid on the total amount of collection. For Reemployment Tax, the vendor's payment is contingent upon the collection of the source item, which must collected first. Additionally, the collection agency fee must also be collected. In the event of partial collection of the fee, the vendor will receive payment proportionate to the partial collection.

42. Question: RFP Page 31, Section 5.7.4. Is any work completed under this provision outside the scope of the contingent fee that will be contracted under this RFP?

Please identify any 5.7.4 type work that has been completed by current collection vendors over the past 6 years, including the sum paid to each collection vendor for such additional work.

Department Response: No. There has not been any unknown tasks completed by the current collection vendors.

43. Question: RFP Page 43, Section 6.2.5.11. Will Florida consider extending the length of referral beyond the 160-day limit to allow for more comprehensive collection efforts to maximize collection success?

Department Response: The Department may extend the referral period from 160 days for collection services in the future.

44. Question: RFP Page 45, Section 6.2.6. There is a notation at the end of this section that states “The Department will only pay for forensic and investigate services upon collection.” Are these forensic/investigate services charge separate and independently from the contracted contingent fee, or is this service to be included in the proposed fee arrangement?

Department Response: Yes.

45. Question: RFP Page 48, Section 6.3.1 states “The Contractor may not release to a taxpayer, or any other person, any document given to the Contractor by the FDOR.”

In the event a taxpayer has requested documentation supporting their tax obligation, how is contractor to provide this requested information to the taxpayer?

Department Response: The Contractor should refer the taxpayer to the Department for the requested documentation.

46. Question: RFP Page 49, Section 6.4. Please identify any and all financial consequences assessed against current collection vendors over each of the past 6 years.

Department Response: None.

47. Question: What does FDOR wish to improve upon over and above performance experiences over the past 6 years?

Department Response: The Department would like to increase the amount of delinquent tax collections and case resolution through information gathering.

When case resolution is not possible, the Department would like to improve the availability of enforcement tools to utilize.

48. Question: What is the anticipated annual referral volume expected over the next years based on past historical experience?

Department Response: Please refer to question 31 for an anticipated annual referral volume. The upward trend observed in the referral amounts over the past three fiscal years suggests a higher annual referral volume over the next years.

49. Question: What is the average balance due from taxpayers who owe business taxes? Please provide either anticipated amounts or amounts based upon historical referrals over the past 5 years.

Department Response: While the average balance due from taxpayers is currently unavailable, please refer to questions 31 - 34 for further insights.

50. Question: What is the average balance due from taxpayer who owe reemployment taxes? Please provide either anticipated amounts or amounts based upon historical referrals over the past 5 years.

Department Response: While the average balance due from taxpayers is currently unavailable, please refer to questions 31 - 34 for further insights.

51. Question: RFP Page 43, Section 6.2.5.11 appears to require recall of accounts after

160 days regardless of collection activity. This recall is detrimental to FDOR. Will FDOR consider expanding the 160-day recall requirement --- most particularly in situations where contractor has worked the account and has placed taxpayer on a payment plan and taxpayer is continuing compliance with the payment plan?

Department Response: Please refer to question #43.

52. Question: Please explain the $2000 fee cap for all delinquent non-filed returns that are filed with FDOR. Is contractor expected to obtain compliance by the taxpayer (i.e.

get the taxpayer to file the required returns) and also get taxpayer to pay the taxes owed pursuant to the tax returns that contractor gets taxpayer to file?

Department Response: The $2000 fee cap is applicable when payment is made for non-filed tax reporting periods based on estimated assessments. The contracted fee amount is paid for tax reporting periods where a tax return has been filed.

53. Question: In the event taxpayer files a return owing $100,000 and makes payment of the $100,000 tax, is contractor limited to a $2000 fee (let’s assume a 10% contract collection fee – where contractor should otherwise earn $10,000 fee on the payment)? What is the rationale for the fee cap?

Department Response: The $2000 fee cap is only imposed when a delinquency or estimated assessment is referred. The contracted fee amount is paid for tax reporting periods where a tax return has been filed.

54. Question: Please explain with clarity under what circumstances the $2000 fee cap may apply. Within the explanation, please also explain with clarity any/all circumstances where the $2000 fee cap does not apply.

Department Response: The $2000 fee cap is only imposed when a delinquency or estimated assessment is referred.

55. Question: Does FDOR anticipate contracting with a collection vendor to handle second placement accounts?

56. Question: Approximately what percentage of accounts that have been collected by collection vendors over the past 5 years have involved delinquent non-filed returns resulting in a fee capped at $2000?

Department Response: The percentage of accounts that have involved non-filed returns resulting in a fee capped at $2000 is .000484%. Please refer to questions 31–34 for further insight into the number of accounts referred.

57. Question: How will contractor be able to identify an account that may be subject to the $2000 fee cap so that contractor is able to appropriately track and invoice FDOR for the $2000 fee (as opposed to a higher sum based on dollars collected)?

Department Response: The referral file from the Department identifies the liability type.

58. Question: How will contractor be able to identify an amount due based upon a filed tax return as opposed to an estimated sum due based on a non-filed return?

Department Response: The referral file from the Department identifies the liability type.

59. Question: RFP Page 45, Section 6.2.6. Forensic and Investigative Accounting

Services may require significant time and resources to obtain sufficient meaningful gathering of information. Will FDOR exclude these services from the 160-day recall requirement so as to allow sufficient time for contractor to perform the work and obtain results?

Department Response: The Department will refer accounts for Forensic and Investigative Accounting services on a case-by-case basis. The 160-day recall period will not apply to these referrals.

60. Question: RFP Page 46, Section 6.2.7. Legal Services will almost always require more than 160 days to pursue through enforcement by legal remedy. Please confirm that the 160-day recall requirement does not apply to any account that has been referred for legal services.

Department Response: The Department will refer accounts for Forensic and Investigative Accounting services on a case-by-case basis. The 160-day recall period will not apply to these referrals.

61. Question: RFP Page 46, Section 6.2.7 – Legal Services. Utilization of law firms for the purposes of legal services and enforcement of legal remedies requires extraordinary resources and costs. Because the largest majority of accounts referred for collection will not involve legal services, and because legal services will be somewhat of a one-off service on specifically referred accounts, will FDOR allow (or require) contractor to propose a separate fee specific to only the accounts referred for legal services? It is near impossible to “include” legal services within an overall fee – especially when we cannot determine the volume of legal service accounts.

62. Question: Collection agencies cannot provide legal/lawyer services. What kind of contract document will be necessary between each network attorney and FDOR to allow that attorney to handle work on behalf of FDOR?

Department Response: There is no contract document between the network attorney and FDOR. Network attorneys partnered with the Contractor will be considered subcontractors that must be presented to the Department for approval in the limited circumstance where attorneys are needed for forensic/investigative services outlined in the RFP (6.2.6-7).

63. Question: How many collection vendors are you planning to select under this procurement?

Department Response: The Department will select 1-2 vendors.

64. Question: What are the names of your incumbent collection vendors?

Department Response: Please refer to question #29.

65. Question: How long have your current vendor(s) provided collection services on behalf of your organization?

Department Response: The current vendors have been contracted with the Department since 2015.

66. Question: Will account volume assigned to your incumbent collection vendor(s) be recalled and reassigned to the winning bidder(s)?

67. Question: Will the winning bidder(s) receive account placements that were previously assigned with your incumbent collection agencies?

Department Response: See question # 66.

68. Question: What is the reconciliation process for this project?

Department Response: Department sends a monthly payment file/fee report to vendor for review and reconciliation.

69. Question: What debtor information will be provided (e.g., SSN, telephone, address, amount owed)?

Department Response: Debtor information includes, but may not be limited to, Collection Agency details, FEIN, Tax Type, Applied Period, Debt Type, Name/DBA, Address, City/County, State, Zip Code, Telephone number, Liability details, etc.

70. Question: What is the average age of accounts that will be assigned for collection

(by account type)?

71. Question: What are the fee rates of your incumbent collection vendor(s)? How are the fees calculated?

72. Question: What metrics, results, and/or processes are you seeking to improve or enhance under this contract?

Department Response: The Department looks to improve the percent of accounts resolved with payment and the number of cases resolved.

73. Question: After the initial account placement, will collection vendors be assigned

“future flow” account placements (perhaps based on their competitive performance)?

Department Response: This question is unclear. Please restate the question.

74. Question: What are the roles of the individuals who comprise the evaluation committee?

Department Response: To score the bid. Please see pages 14-15/ 63-68 of the

RFP.

75. Question: Does the contract require any special handling of debtor correspondence?

Department Response: Debtor correspondence should be forwarded electronically to the Department.

76. Question: On average, how much does your current vendor collect monthly

(expressed as dollars recovered and liquidation rate)?

Department Response: Please refer to question #17.

77. Question: What is the total number of delinquent accounts (expressed as number and dollar amount) that will be assigned for collections?

Department Response: This data is not available. However, please refer to questions 31-34 for further insight.

78. Question: How often will accounts be assigned with the vendor(s) (e.g., daily, weekly, monthly, quarterly)?

Department Response: Weekly.

79. Question: On average, how many accounts (expressed as number and dollar amount) do you anticipate placing with the successful vendor monthly?

80. Question: How are balances updated on the vendor’s system? Do you provide a daily update of the entire inventory?

Department Response: A weekly file is referred to the vendor for balance updates.

81. Question: What are the current vendor’s historical recovery rate (liquidity rates) on accounts over the last three years?

82. Question: What are the dollar amounts and contingency fees paid to your incumbent vendor(s) over the last three years (please include by account type if applicable)?

Department Response: In fiscal year 2023, the fees paid were $502,208.49. In fiscal year 2022, the amount was $263,383.23. And in fiscal year 2021, the fees paid were $175,176.74.

83. Question: What are your target or anticipated fee rates for this contract?

84. Question: Will the winning collection vendor(s) use its own collection platform, or will a preferred platform be provided?

Department Response: The contracted vendor must provide its own collection platform.

85. Question: Is there a testing plan in place for the collection process?

86. Question: Is there a testing plan in place for account transmission?

87. Question: Do you have a data processing file schedule?

88. Question: What is the monthly and/or annual placement volume and dollar amount

(aggregate total) that are placed with collection agencies by type of tax?

89. Question: What is the average age of accounts at time of assignment to collection agencies?

90. Question: What are the historical liquidation rates by type of tax that collection agencies are achieving by year from 2020-2023? Additionally, can you provide a brief explanation of how the liquidation is being calculated?

91. Question: What are the Total dollars collected by collection agencies by year 2020- 2023?

Department Response: Please refer to question #34.

92. Question: What are the Total fees paid to collection agencies by year from 2020-

2023?

Department Response: Please refer to question #82.

93. Question: Is there a backlog of accounts that DOR intends to place upon award? If so, please provide placement volume and total dollar amount.

Department Response: There is no backlog of accounts.

94. Question: What approximate percentage of accounts require legal action?

Department Response: This data is not available at this time.

95. Question: How many agencies do you anticipate will be awarded this contract?

Department Response: Please refer to question #63.

96. Question: Are all the accounts placed considered to be primary placements that have not been worked by a prior collection agency?

Department Response: The new contractor will inherit cases that are currently assigned to the current contractor.

97. Question: After the retention period expires, what actions does DOR take on the returned accounts? (for example, assignment as a secondary placement to another collection agency)

Department Response: Once an account is recalled, the Department may take further enforcement actions.

98. Question: How will accounts be distributed among the selected agencies?

Department Response: Accounts will be distributed among the selected vendors in a round-robin fashion. However, if an account was previously assigned to a specific vendor, it will be returned to that vendor if sent for collections again.

99. Question: If accounts are distributed by market share, how is market share awarded? How often is it adjusted?

Department Response: This question is unclear. Please provide additional details or rephrase your question for better understanding.

100. Question: What in-house collection efforts are done by DOR before assignment to a primary agency?

Department Response: Please refer to question # 11.

101. Question: Who are the incumbent agencies on the current contract?

Department Response: Please refer to question #29.

102. Question: What are the current fee rates for the incumbent agencies for each debt type?

103. Question: Approximately what percent of accounts have a DOR-provided email address?

Department Response: None.

104. Question: Since DOR allows SMS & email, is that consent captured and passed to the collection agencies?

Department Response: Currently, we are not authorized to text taxpayers.

However, FDOR does capture e-mail addresses.

105. Question: What percentage of accounts have a cell phone number?

Department Response: The Department does not distinguish between telephone number types.

106. Question: Approximately what percentage of all accounts require bilingual communication?

Department Response: The Department does not have this data available.

107. Question: Is using a diverse subcontractor a requirement and, if so, what is the subcontractor goal?

Department Response: There is not a diverse subcontractor requirement.

108. Question: What percentage of placed accounts are being referred to legal services?

Department Response: This data is not available. Accounts will be referred on a case-by-case basis.

109. Question: What percentage of accounts are being referred to forensics?

Department Response: This data is not available. Accounts will be referred on a case-by-case basis.

110. Question: Does DOR desire the Technical volume to be on a USB thumb drive in the same manner as Volume 1: Administrative and Volume 3: Cost?

Department Response: Yes. Please provide one paper copy and one electronic copy of Volume One: Administrative, Volume II; Technical, and Volume Three:

Cost Data. The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

111. Question: Does DOR desire the electronic versions of Volumes 1, 2, and 3 to be on separate USB thumb drives (one for each volume) or can they be on the same thumb drive in separate folders that are labelled Volume 1, Volume 2, and Volume 3?

Department Response: Please provide the electronic copies on separate USB Thumb Drives in a single .pdf file format.

112. Question: How many Contractors do you anticipate selecting as a result of this

RFP?

113. Question: Is the "taxpayer name and address" classified as "confidential tax information" regarding the subcontractor access requirements?

Department Response: When it comes to safeguarding taxpayer names, addresses, or other personally identifiable information, subcontractors are held to the same requirements as the Department and the Vendor. Please reference 213.27, F.S.

114. Question: Can the Contractor, apart from guiding the taxpayer to the FDOR site/address, provide taxpayers with an alternative option to remit funds to the Contractor, who will then forward these funds to FDOR?

115. Question: Please confirm the anticipated start date for the new contract?

Department Response: Please refer to question #3.

116. Question: Has the current contract reached its full term? If not, what is the reasoning for not extending contract throughout full term?

Department Response: Effective August 31, 2025, the contract will have reached its full term.

117. Question: Please provide current vendor(s) collection fee percentages for each applicable segment below:

Department Response:

Collection fee to be charged for business taxes: See question #7 Collection fee to be charged for reemployment tax: See question #7 Collection fee to be charged for forensic account: This data is not available.

Collection fee to be charged for legal services: This data is not available.

Not-to-Exceed Hourly Rate for Unspecified/Unforeseen Tasks: Alliance One Inc rate is 30.00/hour and Transworld Systems Inc rate is 45.00/hour

118. Question: Per 6.2.6 "The Department will be responsible for selecting and referring cases that require forensic/investigative services on a case-by-case basis." Please elaborate on the historical and anticipated # and $ value of accounts the Department has referred for forensic services.

Department Response: This service is not currently being provided for FDOR.

119. Question: Per 6.2.6 "The Contractor will pursue collection on accounts referred directly by the Department for legal services." Please elaborate on the historical and anticipated # and $ value of accounts the Department has referred for legal services.

Department Response: This service is not currently being provided for FDOR.

120. Question: Please expand on whether FDOR considers vendors like letter and skip vendors as "subcontractors" to fulfill contract requirements.

121. Question: To ensure proper submission, can FDOR please confirm the following number of copies (both hard copies and electronic) for each volume?

Section 7.5.1 Volume I – 1 hard copy (original/master) and 1 electronic USB copy Section 7.5.2 Volume II – it does not appear any information regarding submission copies is detailed Section 7.5.3 Volume III – 1 hard copy and 1 electronic USB copy

Department Response: Please provide one paper copy and one electronic copy of Volume One: Administrative, Volume II; Technical, and Volume Three: Cost Data.

The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

122. Question: What is the approximate percentage of the business tax accounts placed with the collection contractor are for deficient tax payments owed (return filed but tax amount unpaid/underpaid), and what percent of accounts placed are for unfiled tax modules (estimated assessment amount)?

123. Question: Can you please provide the average balance owed for deficient tax accounts when tax return has been filed (unpaid/underpaid), and the average balance owed for tax accounts for unfiled modules (estimated assessment amounts)?

124. Question: Over the term of the past contract, how many accounts and total dollar amount were approved for forensic and investigative services and what was the total amount paid to the contractor(s) for these services? What was the total amount collected for this category of accounts?

Department Response: This is a new service seeking to procure and were not a part of the current vendor’s contract.

125. Question: Over the term of the past contract, how many accounts and what total dollar amount were approved for legal services and what was the total amount paid to the contractor(s) for these services? What was the total amount collected for this category of accounts?

Department Response: This is a new service seeking to procure and were not a part of the current vendor’s contract.

126. Question: Section 5.13 states “FDOR anticipates addressing any Terms and

Condition concerns prior to award, as necessary” but then goes on to say, “Vendors should not submit additions, objections, or modifications with their Response submission.” Please clarify when contractual issues and/or amendment requests should be addressed.

Department Response: Contractual issues will be addressed after the Notice of Intent to Award is posted on the Vendor Information Portal.

127. Question: Section 6.2.6 states that the selected Contractor must be able to provide forensic and investigative accounting services. Will the FDOR please provide a more detailed description of the requirements for the Forensic Accountant?

Department Response: Please review section 6.2.6 and pose specific questions, if possible.

128. Question: Section 6.2.6 states that the selected Contractor must be able to provide forensic and investigative accounting services. Does the FDOR allow this work to be done by trained collection agents?

129. Question: Section 6.4 requires that the Contractor will provide written updates regarding any forensic and investigative activities performed as well as actions taken to enforce collections. Please explain what types of activities and actions information is required to be included in the forensic report.

Department Response: The Contractor will provide written updates that will include, but not limited to, forensic activities, conducting assets investigation and land records, real property, sources of income, transfers of property, securities, etc.to the Process Owner or designee on accounts referred for forensic services monthly.

130. Question: Please confirm how many digital copies of Volume II – Technical are required excluding the optional redacted version.

The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

131. Question: At what stage will FDOR consider vendor letter submissions for approval?

Department Response: After the vendor has been chosen.

132. Question: Will the FDOR please confirm their position on the application of the

FDCPA to these debts?

Department Response: FDOR is not exempt from The Fair Debt Collection Practices Act (FDCPA).

133. Question: The use of vendors for services such as skip tracing and letter service are customary in the collection industry. For the purposes of this RFP, does FDOR deem these types of service providers as sub-contractors?

Department Response: Whether or not skip tracing and letter services are available in-house would determine their classification. If not, they would be considered subcontractors.

134. Question: In Attachment B: Vendor Scrutinized Companies Lists Attestation, there appears to be an extra field for vendor information between the words “and” and “contractually”. Will the FDOR please:

(a) confirm that this is a form error

(b) accept the form with the extra field line left blank

Department Response: Please write the Vendor’s Legal Name in that space.

135. Question: How many contracts does FDOR expect to award?

136. Question: What is the actual or approximate volume of cases referred for collection in the last 12 months? Please provide the number and dollar value.

Department Response: This data is not currently available. Please refer to question # 31-34 for further insight.

137. Question: What percentage are business vs. reemployment cases?

Department Response: This data is not currently available. Please refer to question # 31-34 for further insight.

138. Question: What percentage are deficiencies vs. delinquencies?

Department Response: This data is not currently available.

139. Question: What percentage have warrants at the time of placement?

140. Question: How many cases did FDOR authorize for litigation in the last 12 months?

Department Response: This question is unclear.

141. Question: RFP Page 1 - In which volume should the RFP Acknowledgment

Form be submitted?

Department Response: Volume One: Administrative

142. Question: 5.7 – When a misdirected payment is received, does FDOR want the contractor to deposit that payment and remit funds from the contractor’s bank account? Or does FDOR want the contractor to forward all payment instruments to FDOR for deposit?

Department Response: No. Please forward all payments to FDOR.

143. Question: 5.16.1 - Will FDOR accept a Commercial Crime policy w/ Employee

Dishonesty coverage as an acceptable substitute for the $100,000 fidelity bond?

144. Question: 7.5.2 – Volume II: Technical seems to be missing its submission requirements. How many physical and USB copies are required?

The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

145. Question: Attachment J: Is the Subcontractor Form optional or mandatory? In which volume should Attachment J be submitted?

Department Response: This RFP requires that Proposers provide information regarding sub-contractors who may perform any work as specified in this RFP.

Please submit in Volume One: Administrative.

146. Question: 7.5 Format, Content, Quantity and Media, To ensure an economical and efficient proposal submission, would FDOR allow for electronic submissions? If yes, would FDOR prefer an email submission or would FDOR have another preferred method (i.e., USB drives only or a portal)?

Department Response: No. The Vendor should write the electronic copy on a USB Thumb Drive in a single .pdf file format.

147. Question: 7.5 Format, Content, Quantity and Media, If hard copy responses are required, please confirm FDOR is seeking only one paper copy of Volume 1, one paper copy of volume 2, and one paper copy of volume 3.

The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

148. Question: 7.5 Format, Content, Quantity and Media, If hard copy responses are required and the proposer is using a shipping carrier (i.e., FedEx, UPS), please re-confirm the address where proposals should be delivered.

Vendor Replies shall be properly and clearly identified and labeled as specified in Section 7.2 of this RFP, and sent to:

Ed Valla Florida Department of Revenue Capital Circle Office Center (CCOC) 2450 Shumard Oak Blvd., Bldg. 2-1600 Tallahassee, Florida 32399-0109

149. Question: 7.32 Redacted, If a redacted proposal response is included, may bidders submit only an electronic version on a separate USB Drive?

Department Response: If a redacted proposal response is included, please provide one paper copy and one electronic copy. The Vendor should write the electronic copy on separate USB Thumb Drives in a single .pdf file format.

150. Question: 3.2 Procurement Schedule, Based on the expected date for receipt of

Q&A responses, and the fact proposers will need to submit responses via mail or shipping carrier by the 19th to ensure a timely delivery, would FDOR consider an extension of the proposal submission deadline for a minimum of 10 business days from receipt of Q&A to ensure proposers are able to incorporate Q&A responses into their proposal responses?

151. Question: Would the Department accept will accept crime insurance in lieu of a performance bond?

152. Question: Regarding RFP Contractual Services Acknowledgement Form on page 1 of the RFP: Where in a Vendor’s proposal should the completed and signed copy of this form be included? At the beginning of Volume I Administrative, to precede Attachment A? Please clarify and confirm where it should be placed.

Department Response: At the beginning of Volume I Administrative.

153. Question: Regarding 3.1.2 Addenda on page 13 of the RFP: Are proposing

Vendors required to formally acknowledge all addenda issued for this RFP, e.g., signing and returning each addendum in Volume I Administrative, itemizing receipt and acknowledgement of each in the Transmittal Letter, etc.? OR, is acknowledgement inherent in a Vendor’s submission of a proposal?

Department Response: It is the responsibility of the Vendors to monitor the Vendor Information Portal for any addenda. Addenda acknowledgement inherent in a Vendor’s submission of a proposal.

154. Question: Regarding 3.1.6 Responsiveness Review table on page 14 of the

RFP: Item #7 describes that Vendors need to provide in their Transmittal Letter “affirming statements” for items in Section 7.5.1.1. There is no section labeled as such, but is FDOR referring to the list of attachments contained in 7.5.1? If so, what is FDOR seeking? Do Vendors need to provide in their Transmittal Letter a blanket or itemized declaration that they have completed and returned these attachments as part of their proposal?

Department Response: In an affirming statement the Proposer should agree to abide by all conditions of this RFP and the vendor’s Response.

155. Question: Regarding 3.1.11 Cost Data Volume Opening on page 16 of the

RFP: Please describe or provide an example of a Cost Data Tabulation Sheet. Will this document contain Vendor pricing information? OR, will it contain only the names of Vendors and their respective scores for pricing, presented in a hierarchy according to percentage or raw number score?

Department Response: Cost Data Tabulation Sheet will contain Vendor names and pricing information as provided on Attachment K: Cost Sheet.

156. Question: Regarding 3.2 Procurement Schedule on page 17 of the RFP: The timeframe from receipt of responses to inquiries and the due date of the proposal is very short, providing limited opportunity to Vendors to incorporate responses to inquiries into their proposals and still get them shipped to be received on time by FDOR. Will FDOR consider extending the due date?

157. Question: Regarding 3.3.14 Confidential Information on page 22 of the RFP: If a Vendor has a claim of confidentiality, can they provide the description of their grounds for claiming exemption in place of (on the first page of) the information to be exempted from disclosure, such that the first page of any exempted item begins with the description of the grounds? If not, where does FDOR want Vendors to provide this information for claimed exemptions?

Department Response: It is suggested that the Vendor redact any confidential information following the guidelines in the RFP. Responder must briefly describe in writing the grounds for claiming exemption from the Public Records for each redaction including the specific statutory citation for such exemption on the page containing the exempted information.

158. Question: Regarding 4.4 Authorized Signature on page 24 of the RFP: Can Vendors use an electronic image of an authorized signature to sign signature documents for this RFP?

Department Response: Yes. See page 123 of the RFP.

159. Question: Regarding 4.7.1 Work Location on page 24 of the RFP: Will FDOR describe in more detail the potential commitment required for Vendor staff to be on-site in Tallahassee during Production and Project Management phases? Is this an “if needed or requested” possibility, or are there times during these phases when being on-site is mandatory? Can FDOR describe the expected frequency and duration of Vendor on-site presence during these phases?

Department Response: The Contractor is expected to be on-site at FDOR Headquarters in Tallahassee, Florida as needed or requested, including during Production and Project Management phases. No, we can’t describe the expected frequency and duration.

160. Question: Regarding 7.2 Delivery on page 53 of the RFP, cross-referenced with

RFP Contractual Services Acknowledgement Form on page 1 of the RFP and 2.1 Procurement Officer on page 9 of the RFP: Language in 7.2 directs Vendors on the first two lines to submit Replies to “Florida Department of Revenue, State of Florida Capital Circle Office Complex,” while language on the Acknowledgement Form directs Vendors on the first two lines to submit Replies to “Florida Department of Revenue, Purchasing Office.” Additionally, the last four digits of the ZIP code provided for what otherwise seems to be the same address also differs – it is 0109 on the Acknowledgement Form, 0100 in Section 2.1 Procurement Officer, and 0109 in 7.2 Delivery. Please clarify/confirm how Vendors should address the first two lines of their mailing and also what correct ZIP code to use.

Department Response: Vendor Replies shall be properly and clearly identified and labeled as specified in Section 7.2 of this RFP, and sent to:

Ed Valla Florida Department of Revenue Capital Circle Office Center (CCOC) 2450 Shumard Oak Blvd., Bldg. 2-1600 Tallahassee, Florida 32399-0109

161. Question: Regarding 7.31 Non-Redacted Versions on page 54 of the RFP:

Where should Vendors provide the “separate listing of those Reply sections and the corresponding pages?” Can this be presented in a Table of Contents at the beginning of any Volume for which claims of confidentiality are presented?

162. Question: Regarding 7.4.4 Page Size and Format on page 56 of the RFP:

Language here states that “Department-furnished forms and attachments must not be altered and are exempt from stated formatting.” Please confirm that this includes that page numbering is not required nor permitted for such forms and attachments.

Department Response: No page number is required.

163. Question: Regarding 7.4.4 Page Size and Format on page 56 of the RFP:

Language here states that “Department-furnished forms and attachments must not be altered and are exempt from stated formatting.” Given that Volumes I and III contain virtually all Department-furnished forms (with the exception of the Fidelity Bond Letter of Commitment), will FDOR concede that no page numbering is required for these two volumes?

164. Question: Regarding 7.5 Format, Content, Quantity and Media on page 56 of the RFP: There are several specifications here for separate boxes/envelopes and the related labeling for such. Can a Vendor ship one single box (under 25 pounds) that contains all three Volumes packaged in separate boxes/envelopes within? OR, does FDOR specifically want to receive three separately mailed boxes (one for each Volume) from each proposing Vendor?

Department Response: One single box that contains all three Volumes packaged, sealed and clearly marked in separate boxes/envelopes within is acceptable.

165. Question: Regarding 7.5.2 Volume II Technical on page 57 of the RFP: Unlike the other two volumes, there is not a specific direction here for submission elements, i.e., “one (1) original hard copy and one electronic copy in PDF file format on a thumb drive.” Please confirm what FDOR requires for Volume II Technical.

The Vendor should write the electronic copies on separate USB Thumb Drives in a single .pdf file format.

166. Question: Regarding 7.5.2.1 Tab 1 Transmittal Letter on page 57 of the RFP:

Please confirm that “key points” to be stated here about a Vendor’s Volume III Cost can speak in general terms but should not contain any actual rates or pricing.

Department Response: The Transmittal Letter described in section 7.5.2.1 should not contain any rates or pricing.

167. Question: Regarding 7.5.2.3.2 Experience on page 58 of the RFP: FDOR asks for “verifiable information” on a Vendor’s three largest business tax collection contracts in the past five years. The information to be provided on Attachment I – 1 Contractor References will have key verifiable information about these three clients.

Should Vendors simply repeat that information in their response to Experience, along with providing the required collection results…